PROCEDURE FOR THE INVOICING OF SUBSCRIPTIONS

General invoicing principle

In accordance with the generally applicable rule, the cost of creation is charged for all new cards as well as the subscription.
The subscription is always charged for the entire period of one year, irrespective of the customer's annual due date (see later).

For cards that are replaced due to loss, damage or other reasons (see user rules and regulations article 10)  only the cost of creation is charged and not the subscription.
No cost of creation is charged when it concerns a defective card and the customer is not to blame.

Annual due date of the subscriptions

Every Alfapass customer has an annual due date (= the date of the first registration of the customer at the time of the application).
The invoice period of the annual subscriptions expires exactly a year from this date (12 months).
On this annual due date two calculations are made for every customer:

1. the calculation of the advance for the next year and
2. the full settlement of the past year.

1. Calculation of the subscription to be paid for the next year (advance)

The subscription for the next year is obtained by multiplying the number of active cards on the due date with the applicable subscription rate per card. This amount is considered as an advance for the next year.

2. Settlement of the past year

For every customer a settlement is made of the subscriptions over the past year. This is the difference between what the customer effectively paid and should have paid over the past period. This result can be both an invoice and a credit note, amounts in the customer's favour are reimbursed by Alfapass or are deducted from the owed advance.

For a correct calculation of the subscriptions over the past period all active and blocked cards are taken into account. The subscription period is always charged from the moment that the card was picked up (was activated) until the customer's due date or when the card was blocked.

Active cards

For all cards that are active on the customer's due date the subscription period is calculated in terms of the number of days that they were effectively active. The earliest date is one year back in time or the date that the card was activated.
The subscription for an active card is therefore calculated as a price per day and multiplied by the number of active days of that card.

Blocked cards

For all blocked cards on the due date (blocked over the past 12 months) the same calculation is made. The earliest date is one year back in time or the date that the card was picked up.
The subscription for a blocked card is therefore calculated as a price per day and multiplied by the number of active days of that card until the day it was blocked.

It is important to remember that unused periods of already paid subscriptions are credited and settled on the due date of the customer when the cards are validly blocked (staff turnover, dismissal, leaving the company, etc...).

Detailed lists active cards

The subscription for the next year (advance) is calculated on the basis of the number of active cards on the customer's due date. For inspection purposes every customer receives a detailed overview on the due date of all active cards at that time.  
If the customer determines that cards need to be blocked (e.g. no longer employed, loss, theft, etc.) he needs to notify Alfapass immediately and the card will be instantly blocked.

From the moment the card is blocked and is no longer active the subscription is also terminated.   The unused part of the subscription will be settled on the next customer's due date in accordance with the normal subscription procedure. 
In this case no once-off credit notes are made, all corrections of subscription fees are settled on the due date.

Non-payment of invoices

With regard to non-payments the Alfapass rules and regulations stipulate the following:

“… ALFAPASS cvba retains the right to unilaterally block and revoke the ALFAPASS card in case of the non-payment of the cards on the due date …”

This declaration has been signed and accepted by every card applicant.

In case of the non-payment of any owed amount Alfapass shall proceed without prejudice to block all Alfapass cards of the card applicant after sending a registered notice of default that has not been answered within eight (8) days.

The result of blocking the Alfapass cards means that all cards need to be requested and created again (passport photograph and handscan, etc…) and the card applicant will need to pay the one-off cost of creation. The new cards are only created following payment of the outstanding balance.

Cards that have been ordered but not collected

Ordered cards that remain uncollected are irrevocably removed from the database after 6 months. The fixed creation cost of these cards is still payable without any right to compensation and/or cost transfer to other orders. For more details, please also see orders. The subscription fee for these cards is entirely returned by bank transfer with the next annual settlement, as they have never been activated. The invoice created for the creation of these cards is still payable in full.